SUPPORT ASSOCIATE - HIM presso Covenant HealthCare

Overview:The Health Information Management Support Associate provides clerical duties to facilitate the flow of health information (medical record processing) for all patients. This individual is responsible for assuring the confidentiality, accuracy and timeliness of all health information encountered. Primary patient contact is only social.

Demonstrates excellent customer service performance in that his/her attitude and actions are at all times consistent with the standards contained in the Vision, Mission, and Values of Covenant and the commitment Extraordinary Care for Every Generation.
Responsibilities:

Demonstrates excellent customer service
Assure all communications via telephone, email, or in person are timely, tactful, effective, positive, and professional. When needed educating customers in what assistance that we may provide.
Demonstrates effective communication methods and skills, both verbally and in writing.
Formulates and uses effective working relationships with all members of the HIM Department, physicians, external customers, patients and other staff members encountered.
Demonstrates competency in utilizing the computer functionality to perform job duties. This includes but is not limited to the following: Epic ROI Module – Phone requests, printing/faxing, ROI Inspector (Kiosk); Epic Chart Deficiency Module – Analyzing charts using Deficiency Detective, adding and updating deficiencies for charts; Epic Chart Tracking Module – Changing chart location, processing chart requests, and processing audits; OnBase Imaging System – Printing/faxing, prepping, scanning, and indexing/quality review; MModal Fluency Manager-Looking up dictations and processing reports in Hold WQ.
Assure all phone requests for information (written/verbal) are processed through the Release of Information Module in Epic so a log is created for Disclosure Reporting purposes.
Timely and accurately processes records (Prepping, Scanning, Indexing, and Analysis) to coordinate with the other activities of the HIM Department and other departments that are dependent on our work.  This includes looking for missing charts and scanning/indexing clinically relevant documents within 24 hours of receipt to meet HIMSS Stage 7 Scanning guidelines.
Performs the Delinquent Count process weekly by sending letters, calling, and tracking outstanding deficiencies.

Create reports and send letters for HFAP required follow up.  (Example:  Discharge Summary>7 Day Report).
Work with the record storage company, File Safe, to assure records are retrieved/delivered or faxed in a timely manner.
Processes baby name changes, and merges duplicate medical record numbers.
Participates in HIM Department Meetings and clerical meetings (PCF, Analysis, ICF, and ROI) as required.

Assist with Transcription phone calls related to MModal dictations by prioritizing or calling MModal Support as needed.  Also assist with processing reports found in the Hold WQ.
Assist in achieving departmental goals.
Remains flexible and cooperative with scheduling needs to ensure adequate coverage for the HIM Department.
Perform other technical functions as required or assigned.
Shares clerical knowledge during training of new staff and be a resource to other co-workers.
Orders departmental supplies through the internet and Office Depot and distributes supplies as needed.
Pulls audits for internal/external auditors. Including: paper charts, printing scanned charts, and utilizing ROI Inspector (Kiosk) to view EMR on-line.
Functions with an awareness and application of safety issues as identified within the facility.
Assure that all legal requirements, including Federal (HIPAA) and State regulations are met in complying with requests for information.
Demonstrates an awareness of legal/confidentiality issues and adheres to all Hospital HIPAA Privacy and Security policies, and HIM Department Policies and Procedures.
Perform other duties as assigned.
Participates in development and attainment of department and workgroup goals.

Qualifications:

EDUCATION/EXPERIENCE
High School diploma required.
Completion of Medical Terminology course required or within 6 months of hire or transfer.
Previous work experience in a medical record department or hospital inpatient unit preferred.

Experience as a medical office assistant or graduate of a medical secretarial or related program preferred.

KNOWLEDGE/SKILLS/ABILITIES
Basic Computer skills.
Knowledge of standard office equipment (fax, copy machine, microfilm/fiche machine, etc.).
Demonstrates effective communication methods and skills, both verbally and in writing..
Uses appropriate organization/priority setting skills to complete work timely and accurately.
Practices effective problem identification and resolution skills as a method of sound decision making.
Required – Demonstrates typing skills of approximately 35 wpm.
Requires the ability to use sound judgment, based upon the latest legal developments (HIPAA), Federal, and State statutes and regulations, as well as hospital and departmental policies, when receiving verbal and/or written requests for medical information.

WORKING CONDITIONS/PHYSICAL DEMANDS
Constant sitting, handling, fingering, feeling, talking and hearing.
Constant near, midrange and far vision.
Constant lifting of 0-10 lbs.
Frequent standing, walking, lifting, carrying, pushing, pulling, stooping, kneeling, crouching, twisting and reaching.
Frequent depth perception, color and field of vision.
Occasional climbing, balancing, squatting and crawling.
Occasional lifting of 11-100 lbs.

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